Administrative Operations Manager

Lot Management•San Diego, CA

2h•$85,000 - $105,000•Onsite

About The Position

The Administrative Operations Manager provides leadership and oversight for administrative and operational support functions across Lot Commercial Property Services. This role drives process efficiency, operational consistency, team performance, and cross-functional collaboration to support company growth and service excellence. This role directly supervises Operational Administrative staff and partners closely with field operations, accounting, payroll, and executive leadership. This role serves as an operational partner to leadership by driving administrative excellence and process compliance. Lead, mentor, and develop Operational Administrative staff to ensure high performance and accountability. Establish clear expectations, priorities, and performance standards across administrative functions. Foster a collaborative and service-oriented team culture focused on operational excellence. Partner with operational leadership to identify staffing, workflow, and process improvement opportunities. Oversee daily operational workflow functions, including scheduling, RFPs, Proposals, Work Order requests, and POs. Review and ensure quality, accuracy, and consistency of proposals, contracts, scopes of work, customer communications, and other operational documentation before distribution. Conduct periodic audits of administrative workflows and documentation to ensure consistency, compliance, and operational effectiveness. Work closely and collaboratively with operational leadership in determining best practices of administrative support. Develop and implement process improvements and standard operating procedures to increase operational efficiency and scalability. Support procurement coordination efforts for direct materials, tools, and inventory management. Provide robust customer support for both internal and external stakeholders. Manage coordination with subcontractors and vendors to ensure timely reconciliation of purchase orders and invoicing Oversee tracking of all licenses and permits necessary for operational continuation. Support payroll data collection and job costing details for required field employees, in alignment with Payroll team and Accounting functions. Ensure administrative performance consistency across all divisions and established objectives. Drive operational improvements through workflow analysis, process optimization, and service performance monitoring. Develop, maintain, and analyze operational reports, dashboards, and key performance indicators (KPIs) to support leadership decision-making. Identify trends, workload patterns, resource utilization opportunities, and operational performance metrics to drive continuous improvement initiatives. Perform Operational Administrative roles when deemed necessary due to volume and demand.

Requirements

At least 5 years of directly related experience, including at least 2+ years of successful leadership experience required.
College degree desired, or an equivalent combination of education and experience.
Prior experience in office administration, operations, or facility management, ideally within the construction and/or property services industries.
Experience with proposals, Work Order/service requests, POs, and job costing, along with strong working knowledge of basic procurement, vendor coordination, and servicing workflows.
Strong organizational and project coordination skills with the ability to manage multiple priorities effectively.
Excellent verbal and written communication skills in English, with a customer-first approach.
Ability to solve problems, strategize, and drive tasks to completion with minimal supervision.
Intermediate skills in Microsoft Office, including strong proficiency with MS Excel, is essential.

Nice To Haves

Experience with ERP, CMMS, or field service management platforms preferred.
Experience developing SOPs and scalable administrative processes is highly desired.
Experience with work order or service management systems strongly desired.

Responsibilities

Lead, mentor, and develop Operational Administrative staff to ensure high performance and accountability.
Establish clear expectations, priorities, and performance standards across administrative functions.
Foster a collaborative and service-oriented team culture focused on operational excellence.
Partner with operational leadership to identify staffing, workflow, and process improvement opportunities.
Oversee daily operational workflow functions, including scheduling, RFPs, Proposals, Work Order requests, and POs.
Review and ensure quality, accuracy, and consistency of proposals, contracts, scopes of work, customer communications, and other operational documentation before distribution.
Conduct periodic audits of administrative workflows and documentation to ensure consistency, compliance, and operational effectiveness.
Work closely and collaboratively with operational leadership in determining best practices of administrative support.
Develop and implement process improvements and standard operating procedures to increase operational efficiency and scalability.
Support procurement coordination efforts for direct materials, tools, and inventory management.
Provide robust customer support for both internal and external stakeholders.
Manage coordination with subcontractors and vendors to ensure timely reconciliation of purchase orders and invoicing
Oversee tracking of all licenses and permits necessary for operational continuation.
Support payroll data collection and job costing details for required field employees, in alignment with Payroll team and Accounting functions.
Ensure administrative performance consistency across all divisions and established objectives.
Drive operational improvements through workflow analysis, process optimization, and service performance monitoring.
Develop, maintain, and analyze operational reports, dashboards, and key performance indicators (KPIs) to support leadership decision-making.
Identify trends, workload patterns, resource utilization opportunities, and operational performance metrics to drive continuous improvement initiatives.
Perform Operational Administrative roles when deemed necessary due to volume and demand.